How to create T&A settings for organizations with flexible shift

A flexible shift is a shift when the employee chooses the time they begin and end their workday.

Employee Scheduling Example: Company B

Day Start time: 05:00

Punch Type: Worktime will be calculated based on the first and last punch

Worktime: Total hours per day. Employee can start work anytime between 6.00 and 10.00

Overtime: 1x their regular rate for hours less than 40 in a week, 1.5x their regular rate hours between 40 and 45, 2x their regular rate for hours beyond 45 hours in a week and maximum overtime is 60

Lunchtime: Automatically deducts one (1) hour from worktime

Breaktime: Employees are to punch IN/OUT to record their breaktime

Rounding: All worktimes are rounded to 1 min

Employee Scheduling Example: Company B

1. Go to Time Attendance → Shift → Pay code and create pay code.

The term Pay Code has been changed to Time Code in recent versions of BioStar 2.

Before we start designing a schedule plan for this work schedule, we need to check what types of pay code we need to create. Pay codes are used in attendance management and overtime management to specify at what rate employees’ worktime should be calculated for different categories of time worked. If you set time rate as 2, BioStar will double the worktime, if you set time rate as 3, the worktime will be normal worktime multiply by 3.

For company B, administrator need to create and assign the following pay codes;

Pay Code Name

Pay Code Type

Time Rate

Color

Option

Regular

Attendance Management

1

Red

-

Overtime 1.5x

Overtime Management

1.5

Green

-

Overtime Double

Overtime Management

2

Yellow

-

Sick Leave

Leave Management

1

-

Worked

There are two options for Leave Management; Worked and Not Worked

Worked Leave is time off from work that employees can use without losing worktime.

Not Worked is time off from work that employees can use while losing worktime.

2. Go to Time Attendance → Shift → Shift and create shift.

Shift types are used to distinguish whether the worktime is fixed or allow employees to alter workday start and finish times.

3. Set Type as Flexible, Day start time as 05:00 and allow First check-in & Last check-out option.

Company B allow greater flexibility in choosing the actual times employee arrive and leave the work place.

The daily 24 hour schedules cycles from this day start time.

The first and last event of the day will be considered as “Check-In” and “Check-Out”. This option is beneficial for devices without T&A keys.

Employees to work an eight hour shift that typically begins between 6:00 and 10:00am and ends between 3:00 and 6:00pm.

4. Go to Options and select a Regular pay code from a dropdown list. 5. Set Punch in Time Limit to 10:00am.

Punch in Time Limit prevent employees from clocking in later than their scheduled shift.

The minimum period for meal will be 1 hour (60 minutes) which will be automatically deducted from total worktime, regardless of whether the full 1 hour (60 minutes) is taken or not.

Employees can punch in/out to record their breaktime.

6. Go to Rounding and set shift unit (min) as 1.

Rounding means that worktime are rounded to a specific minutes intervals. We highly recommend using a unit that is even fraction of an hour such as ½ hour (30 minutes) or ¼ hour (15 minutes).

The point specifies the threshold for rounding up versus rounding down.

7. Go to Time Attendance → Shift → Schedule Template and set type as Weekly

Schedule template allows you to assign a permanent schedule cycle.

Daily: Use to assign a schedule for specific number of days (Maximum 31 days).

8. Drag down the schedule into Monday and click Copy All button to copy the schedules. Delete schedule from Saturday and Sunday.

9. Go to Time Attendance → Shift → Rule and create new rule. 10. Select a [Weekly overtime] and apply rule as follows;

After 40 hour(s), apply Overtime 1.5x,

After 5 hour(s) of Overtime 1.5x apply Overtime Double

Max overtime 60 hours

Overtime: 1x their regular rate for hours less than 40 in a week, 1.5x their regular rate hours between 40 and 45, 2x their regular rate for hours beyond 45 hours in a week and maximum overtime is 60

11. Go to Time Attendance → Schedule and create new schedule. 12. Select a Schedule Template from a drop down list and click the date on the calendar on which you want the schedule change to start and end.

The schedule will take effect from the selected date forward.

13. Assign employees into the schedule.

Assign users individually or by user group.

Holiday should be created from Setting → Schedule → Holiday. All holiday created from here will be automatically synchronized to Time Attendance.

The employee will remain on the schedule cycle until you change or remove the schedule.